Subcontracts Administrator

Job Description

Job Summary

We are looking for a detailed-oriented Subcontracts Administrator to support our general business operations for our Commercial Division. In this role, you will be the primary administrative point of contact for our Labor Service Providers (LSPs), ensuring that staffing data, timekeeping, and invoicing are handled with precision to keep our projects moving forward.

Job Duties & Responsibilities

Supports the general business operations through the completion of administrative activities and tasks related to the Labor Service Providers (LSPs).

• System Management: Update and maintain timekeeping software to ensure all LSP employees are accurately represented in the system.
• Field Support: Act as a liaison for Field Operations to resolve any issues or concerns regarding LSP personnel.
• Data Verification: Review information submitted by Field Operations for accuracy and proactively request corrections when necessary.
• Timekeeping: Gather labor hours to generate comprehensive weekly timesheets for each project and timely submit to the LSP.
• Invoicing & Payments: Review weekly LSP invoices for accuracy, route them for internal approval, and enter them into the system for payment.
• Documentation: Maintain organized digital files of weekly invoices and all required backup documentation within project folders.
• Compliance: Confirm LSP compliance on all work authorization agreements and insurance requirements.
• Digital Distribution: Manage the routing and execution of essential documents through Docusign.
• Team Support: Provide coverage and assist team members as needed to ensure seamless operations.
• Operational Support: Execute additional tasks and special projects as directed by management.
  
  

Job Qualifications

Education

• Associate’s degree in business, or related field of study or high school diploma/GED with equivalent work experience.
  
  

Experience

• Proven experience in administrative support, preferably within construction operations.
• Strong proficiency in timekeeping audits and data entry.
• Excellent communication skills for collaborating with field teams and vendors.
• Exceptional attention to detail for spotting and resolving billing discrepancies.
• Advanced experience managing Excel spreadsheets and PDF management software.
• Demonstrated success in providing professional customer service and support.
  
  

Skills

• Previous exposure to the construction industry is a plus.
• Exceptional verbal and written skills for clear, professional interaction.
• Proven ability to collaborate across all management levels.
• Ability to build strong professional relationships.
• High-level numerical accuracy and logical reasoning skills.
• Ability to balance multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite; specifically, Outlook, Word, and Excel.
  
  

Working Conditions

• Able to maintain a flexible schedule to meet evolving project demands and deadlines.
• Able to work overtime, including nights and weekends, as required.
• Able to thrive in a high-pressure, fast-paced office environment.
• Able to perform tasks in various indoor office layouts.
  
  

Physical Requirements

• Able to demonstrate the manual dexterity to operate a personal computer effectively.
• Able to communicate orally in a clear manner.
• Able to hear oral communication either in person or on equipment such as telephone or mobile phone.
• Able to operate a personal computer, either desktop or laptop, for extended periods of time creating, composing and reviewing documents and spreadsheets.
• Able to operate office equipment, including telephone, mobile phone, photocopier, scanner and calculator.
  
  

Direct reports

This position has no supervisory responsibilities for direct reports.

*We are an Equal Opportunity Employer*